DIR, Administrative Services

University of Florida•Gainesville, FL

6d•$115,000 - $125,000•Onsite

About The Position

The DIR, Administrative Services serves as the department's senior financial administrator, responsible for financial stewardship and long-term fiscal viability. This role develops and manages departmental budgets, financial plans, forecasts, and resource allocation strategies, providing financial analysis and recommendations to support strategic decision-making. The position also oversees purchasing, travel, payroll, financial reporting, and internal controls, while ensuring compliance with all relevant financial requirements. Additionally, the DIR is the senior subject matter expert on sponsored research administration, advising faculty and leadership on proposal development, compliance, and research operations. This includes overseeing pre-award and post-award activities, developing and implementing processes for efficiency and compliance, and serving as a liaison with various university and external research offices. The role also provides administrative and operational leadership, serving as a strategic advisor on organizational structure, workforce planning, and operational effectiveness. It leads recruitment, retention, and staff development initiatives, and oversees personnel actions for faculty, staff, and students. Furthermore, the DIR provides oversight of administrative support functions for departmental educational programs and serves as the department's Information Security Administrator, overseeing facilities planning, space utilization, and technology resources.

Requirements

Master’s degree in an appropriate area and six years of relevant experience; or a bachelor’s degree in an appropriate area and eight years of relevant experience.

Nice To Haves

Demonstrated expertise in sponsored research administration, including pre-award and post-award activities, sponsor regulations, compliance, and grant management.
Experience leading administrative operations within a complex academic, research, or healthcare environment.
Experience developing and managing complex budgets and financial resources.
Demonstrated success leading and developing high-performing teams.
Strong strategic planning, communication, problem-solving, and relationship management skills.
Knowledge of University of Florida, College of Medicine, and/or academic health center operations preferred.

Responsibilities

Develops and manages departmental budgets, financial plans, forecasts, and resource allocation strategies.
Provides financial analysis and recommendations to support strategic decision-making.
Monitors financial performance and implements corrective actions as necessary.
Ensures compliance with University, College, State, Federal, and sponsor financial requirements.
Oversees purchasing, travel, payroll distributions, effort management, financial reporting, and internal controls.
Identifies opportunities to maximize resources and support departmental growth and sustainability.
Provides leadership and oversight of departmental fiscal operations and staff.
Serves as the department's senior subject matter expert on sponsored research administration.
Advises faculty and departmental leadership on proposal development, sponsor requirements, compliance, effort management, and research operations.
Provides leadership and oversight for all pre-award and post-award research administration activities.
Oversees proposal development, budget preparation, award management, effort reporting, cost sharing, and research financial administration.
Develops and implements processes, controls, and operational improvements to promote efficiency, compliance, and service excellence in research administration.
Partners with faculty investigators to support funding strategies, proposal competitiveness, and successful management of sponsored programs.
Serves as the primary departmental liaison with Sponsored Programs, Contracts and Grants, IRB, IACUC, research compliance offices, and external funding agencies.
Monitors changes in sponsor and regulatory requirements and provides guidance to faculty and staff regarding research administration best practices and compliance obligations.
Leads and develops research administration staff through coaching, training, succession planning, and performance management.
Identifies research administration risks and opportunities and recommends solutions.
Represents the department on College and University committees, work groups, and initiatives related to research administration and sponsored programs.
Serves as a strategic advisor to the Chair on organizational structure, workforce planning, succession planning, operational effectiveness, and resource management.
Provides leadership and oversight for departmental administrative operations, policies, and procedures.
Leads recruitment, retention, employee engagement, and staff development initiatives.
Provides guidance regarding faculty and staff compensation, position management, organizational design, and workforce planning.
Oversees personnel actions for faculty, staff, trainees, students, and visiting scholars.
Supports faculty affairs activities, including recruitment, promotion and tenure, faculty evaluations, and professional development initiatives.
Develops and implements operational improvements that enhance efficiency, effectiveness, and customer service.
Serves as the primary administrative liaison with College and University leadership.
Provides leadership and direction for the department's administrative workforce through coaching, mentoring, professional development, succession planning, and talent management.
Builds organizational capacity by developing future leaders and ensuring continuity of critical administrative functions.
Cultivates a collaborative, engaged, and high-performing team culture.
Establishes clear performance expectations and supports employee growth through ongoing feedback, development planning, and performance management.
Identifies workforce strengths, gaps, and development opportunities and implements strategies to enhance individual and team effectiveness.
Promotes employee engagement, retention, and professional growth while fostering an inclusive and supportive work environment.
Leads change management efforts and helps staff successfully navigate organizational, operational, and regulatory changes.
Provides oversight of administrative support functions for departmental educational programs.
Partners with the College of Medicine Office of Graduate Education and departmental leadership to support graduate education programs, student services, academic administration, and program operations.
Oversees staff supporting graduate education, student services, academic program administration, and faculty workload reporting.
Ensures compliance with University and College academic requirements and reporting obligations.
Assists departmental leadership in maintaining effective and efficient educational operations.
Supports continuous improvement initiatives related to educational programs and student services.
Serves as the department's Information Security Administrator (ISA).
Oversees departmental space utilization, facilities planning, renovations, and operational infrastructure.
Ensures compliance with applicable safety, security, and regulatory requirements.
Coordinates technology, equipment, and facility resources necessary to support departmental operations.
Promotes effective stewardship of departmental facilities, equipment, and physical resources.